Purchasing has authorization to commit university funds for goods and services. Overall, the Purchasing department is responsible for ensuring that purchases are reasonable and made according t IU Policy. Purchasing is available to assist with contracts, bidding, researching an item, or working with vendors.
IU Policy states that purchases must be made through a Contract Vendor when available Policy P-20. If a department needs help with purchasing an item, departments should contact the Commodity Specialist in that area for assistance.
To begin the purchasing process, a department issues a requisition for goods or services. The requisition routes for approval to the fiscal officer or delegate of the account. Upon approval, the requisition routes to the Southeast Accounting Services department for approval. The Accounting Services department audits the requisition for contract availability, funding, marketing activity, licensing and trademarks, and reasonableness of purchase. Upon approval, the requisition either becomes an automatic purchase order (APO) if under $1,000 or routes to Purchasing for issuance of a Purchase Order. Upon issuance of a Purchase Order, a copy of the order is automatically faxed to the vendor.
Policies and Procedures
For Purchasing Policy and Procedures see Indiana University Purchasing.
The university procurement card (P-Card) is intended to be used for small transactions (generally under $1,000) with vendors not available in EPIC.
Using the card will provide quicker placement of orders, greater flexibility in ordering, and reduced paperwork processing. The purchasing card concept is designed to delegate the authority to purchase low-cost items directly to the person to whom it most matters - YOU, the end user.
Each month departments should track purchases made with procurement cards and save all original receipts. When the statement is received, the receipts should be matched to each transaction. The statement and receptions should be scanned and uploaded to theIU Procurement Card Upload Tool for audit.
For more information regarding Procurement Card usage and policy visit the IU P-Card website.
Disbursement Vouchers (DV)
Disbursement Vouchers (DV) are requested by departments. The DV cover sheet and back-up documentation should be scanned and uploaded for approval and audit to the IU DV Upload Tool.
For more information regarding Disbursement Voucher usage and policy visit the IU DV website.